Task Sorting and Grouping

Tasks can be sorted and grouped by standard and custom fields. Sorting tasks in Kanban View organizes them within the columns according to the selected criteria. In Row View, grouping tasks rearranges all of the tasks using the selected criteria and groups them based on the criteria field values.

The sort and group options can also be modified by your admin. It is possible to change the available options and add entirely new custom options.

Kanban View

Change Sort Option

In Kanban View, you can sort tasks within the columns by standard and custom fields. By default, the sort options include Whiteboard Sort, Owner, Blocked, Start Date, End Date, Priority, Project, and Task Group.

You can use drag and drop to move tasks across the columns in any sort option. Whiteboard Sort is unique in the sense that it also allows you to set the order of tasks within each column, which can be used for prioritizing tasks. However, keep in mind that the order of tasks in the columns in Kanban View will not affect any of the other views.

In Kanban View, click on the Change Sort Option button in the Kanban toolbar.

Select a sort option from the list.

Row View

Change Group Option

In Row View, you can group tasks by standard and custom fields. By default, the group options include Owner, Blocked, Start Date, End Date, Priority, Project, and Task Group.

In Row View, click on the Change Group Option button in the Row toolbar.

Select a group option from the list.

Once tasks are grouped, you can expand or collapse a group by clicking on its Group Header.

Move Tasks Between Groups

After you select a grouping option, you can drag and drop tasks between groups. Moving a task to a grouping will automatically populate the field value on the task according to the grouping value. In other words, the field value on the task will be updated based on the value of the new group that it is moved to.

Create Tasks

You can create tasks by clicking on the Plus icon located in any of the Group Headers. Adding a task to a grouping will automatically populate the field value based on the selected grouping option.

You can read more about creating tasks in Row View in the Create Tasks article.

Modify Task Groupings Field Set [Admin]

Task sorting and grouping options can be customized by modifying the Task Groupings Field Set. The Task Groupings Field Set controls the options for both the sorting on Kanban View and the grouping on Row View.

Note: The process to modify field sets is not currently available in the Salesforce Lightning interface and can only be done in Salesforce Classic. If you are in Lightning, you would have to switch to Classic to modify field sets. However, once the changes are made, they will apply to both Classic and Lightning.

From Setup, navigate to Create |Objects.

Select TaskRay Task.

Scroll down to the Field Sets section and click Edit next to the Task Groupings.

Drag fields from the object palette and drop them into the In the Field Set container.

Click Save.

Add Custom Grouping Field Set Options [Admin]

You can add custom options for sorting and grouping tasks.

First, you would need to create the desired custom field on the TaskRay Task object.

Note: The custom field must be one of the following field types in order for it to work for task sorting and grouping: lookup, picklist, checkbox, or date.

Next, you would need to modify the Task Field Set to include and display the new custom field on Task Details in TaskRay. The instructions for creating custom fields and adding them to Task Details can be found in the Add Custom Fields to Projects and Tasks article.

After the custom field is created and added to the Task Field Set, you can add it to the list of sorting and grouping options for Kanban and Row Views. Follow the Modify Task Groupings Field Set instructions above to do so.